Chapter 6 - Developing and Using Presentation Media

Chapter 6:Developing & Using Presentation Media

LTEC 4121Technical Presentation Skills

LTEC 4121/ATTD 5121: Developing Effective Presentation Skills; Chapter 6: Developing

and Using Presentation Media

Chapter Objectives

Recognize the benefits of using presentation media

Select from different types of presentation media

Evaluate advantages/limitations of presentation media

Apply guidelines for developing presentation media

Apply guidelines for using presentation media



Benefits of Presentation Media

• Organizing Your Information

• Capture and focus audience

• Reinforce key points of the

topic

• Stimulate audience interest

• Increase participant retention



Murphy’s Presentation Law #7

“The one time you don’t check the projector is the one time you will be

unable to get the computer image on the screen.”



Selecting Presentation Media

Is media appropriate for audience size?

Which parts of the presentation will the media support?

How much time will I need to develop the media?

Can I do it myself, or will I need help?



Selecting Presentation Media

Is the media compatible with the media equipment?

If commercial, is the media free of bias?

Is the sophistication level of the media appropriate for your audience?



Computer Presentations

Use computer presentations when:

• To transfer computerized information into presentation visuals

• Content is knowledge-based

• To show change through the use of simulation

• Network your presentation with other systems



Computer PresentationsAdvantages:• High quality• Low cost• Can be used with any sized audience• Presentation can face audience• Information released in stages• Prepared in advance• Equipment is easy to operate• Can use with any presentation strategy• Can use animation, graphs, sound & simulation




Limitations:

• Need presentation software

• Tendency to crowd too much information

• Need basic computer skills

• Hardware / software problems may occur

• Displays time-consuming to develop

• Audience may be distracted by technology




Guidelines for development:

• Use common presentation software

• Similar format for each slide

• Keep slide images simple

• No more than 36 words per screen

• No more than 5-6 lines of information

• One idea per screen





• USE CAPITAL LETTERS SPARINGLY

• Use symbols (#), bullets (*), arrow (=>), etc.

• Use figures, graphs, and tables

• Use color

• Develop a TITLE for each slide




Guidelines for using:

• Place the screen at a 40 degree angle

• Make sure screen is large enough

• Make sure screen is high enough

• Run extension cords along wall





• Check for keystone images

• Use a pointer

• Use a remote

• Know how to operate equipment

• Make sure equipment does not block view



Flip Charts

Use when:

• Further clarification of topic is necessary

• When you want to display key words, points, etc.

• A whiteboard is not available

• You want to provide directions



Flip Charts

Use when:

• When working with small groups

• To brainstorm ideas

• To record discussion points

• For a written summary of main points



Flip Charts

Advantages:

• Effective for small-to-medium audiences• Can be used in place a whiteboard• Inexpensive• Readily available• Easily transported• Requires no special equipment for preparation• Can be prepared in advance• Easy• Self-adhesive pads are available



Flip Charts

Limitations:

• Not effective with large audiences

• Many meeting rooms have wall surfaces to which they can’t be attached

• If the wrong markers are used, ink will bleed through

• User must have good printing & spelling skills



Flip Charts


• Use every other page• Use headings and borders• Use color• Use figures and symbols• Keep 1st page blank • Leave “white space”• Don’t forget:• markers, tape or push pins



Flip Charts


• Do not talk to the flip chart

• Do not block the participant’s view

• Position flip chart to the left or right of centerUse color

• Print large enough • Use figures, bullets or arrows for key points• Use headings and borders• Do not crowd page with information



Flip Charts


• Use markers that don’t bleed through

• Turn to a blank page when not ready to display

• Have eye contact with your audience before speaking



Printed Materials

Use printed presentation media when:

• Content is primarily knowledge (information) based

• Participants need further information about topic

• You want participants to have a reference copy



Printed Materials

Advantages:

• Use with any size audience

• Easily produced

• No special equipment is needed



Printed Materials

Limitations:

• Copyright restrictions• Many times materials are not actually used as

part of presentation• Can lead to information overload• Tendency to read materials to participants



Printed Materials


• Highlight important terms• Secure copyright permission• Number pages• Staple or clip packet together• Hole punch copies for a

notebook or binder• Duplicate sufficient number of

copies• Use different color paper to

designate sections



Printed Materials


• Avoid passing the pages around during presentation

• Reference page numbers

• Do not read lengthy passages

• Reference highlighted sections

• Cite sources



Whiteboards (or Smartboards)

Use whiteboards when:

• You want to brainstorm topics

• Other forms of media are not available

• You suddenly need to illustrate a point

• You need to clarify a point




Advantages:

• Effective for small-to-medium audiences• Can be used in place of flip charts• Inexpensive• Readily available• Requires no special equipment for preparation• Can be prepared in advance• Easy to use• Copies from electronic whiteboards can be

printed for handouts




Limitations:

• Not effective with large audiences• Can be time consuming • Must have good printing and spelling skills• Must turn back to audience when writing• Not permanent• Must use special markers and cleaners



Whiteboards & Smartboards


• Prepare complex drawings or sketches in advance

• Use color

• Use figures or symbols

• Organize information before writing



Whiteboards & Smartboards


• Be careful not to talk to the board• Do not speak without eye contact• Do not block audience’s view• Print large enough• Use figures, bullets, or arrows• Allow sufficient time for people to copy• Do not crowd information• Use markers that are erasable• Erase any unwanted information when finished• Put detailed or complex information on board before

presentation



Videos, DVDs and CD-ROMs

Use when:

• To show action / motion• To speed up or slow down actual or real time• To stop action or motion• To show processes• Off-site safety is an issue




Use when:

• You want to emphasize skill mastery through repetition

• You want to show historical events

• You want to affect the attitudes and feelings of participants

• You want to share different cultures and practices




Advantages:

• Effective for all audience sizes

• Many commercial videos are available

• Can be used for individual study or review

• Excellent quality




Limitations:

• May be more entertaining than learning oriented

• May require a darkened room to view

• Local production is costly

• Commercial production is expensive





• Position monitor at a pleasing angle• Make sure monitor is large enough• May need more than one monitor• Make sure monitor is high enough• Preview before using• Darken the room if needed• Run extension cords along walls and tape• Check sound level before using• Make sure picture is focused• Make sure view is not blocked





• List main points to be covered• Review vocabulary, etc.• Use a pointer to call attention to key points• Know how to operate the equipment• Stop the video to discuss key points



Models and Real Objects

Special notes:

• Can be larger, smaller or the same size as the object they represent

• Real objects are…REAL objects




Use models and real objects when:

• You want participants to become familiar with the real thing

• You want to show objects that in real life are too small

• You want to sharpen the awareness (size, shape, color) of the real object

• You want your audience to experience real life processes without risk




Advantages:

• Can show objects that are life-size

• Can show objects that are smaller or larger than real

• Can show sections or parts




Limitations:

• Good samples may be difficult to secure

• Storage can be a problem





• Secure good and poor representative samples for comparison

• Label parts when necessary

• Color code sections when necessary

• Cut away sections (internal parts, components, or operations)





• Become familiar with objects / models

• To relate the size of the model to the real object

• Avoid passing items around the audience

• Walk into the audience showing the object to everyone

• Encourage participants to handle or touch real objects after your presentation



Chapter Review• Determine which parts of your presentation

topic you wish to supplement with media

• Determine the development time needed

• Self-development or will outside expertise be needed



Chapter Review

Presentation media is used to: support your message engage the audience organize your presentation

Identify the type of media: varies by audience (size and type) determine if presentation media is compatible

with media equipment available who will operate the equipment is the media current and free of bias does the media meet the needs of the

audience



Chapter 6: The End

To Complete for Module 6:• Assignment #12 • Assignment #13• Assignment #14• BONUS: Elevator Pitch Video

Presentation (Hint: Great practice for your final video assignments!)

Chapter 6 - Developing and Using Presentation Media

Education

developing

show objects

key points

real objectsguidelines

computer presentationsguidelines

ltec 4121attd

medium audiences

printed materialsguidelines